Office Manager & Executive Assistant

Who is Prosek?
We are entrepreneurial. Prosek is one of the largest independent communications and marketing firms in the U.S., with offices and strategic partners across the country and worldwide. We are specialized. Prosek provides unparalleled expertise with financial and professional services companies. We are people-centric. Our teams work together in a collegial atmosphere that breeds professional respect and friendship. We are award-winning. Join an "Army of Entrepreneurs" that was recently named 2024 PRWeek’s Best Place to work.

Overview:

Prosek Partners seeks a bright, energetic Office Manager & Executive Assistant to support the day-to-day of our Boston office and a few Prosek executives. This person will work alongside our operations team and must be a polished and enthusiastic team player with a professional 'can do, no task too small' attitude. 

Responsibilities

Office Management

• Serve as the first point of contact, welcoming all clients and guests and ensuring their needs are met
• Help maintain spaces (i.e. kitchen, conference areas)
• Track inventory and order supplies as needed
• Establish processes and maintain current ones in the office
• Develop relationships with building personnel and communicate changes internally
• Office Calendar Management:
• Arrange meetings, meals and phone calls both internally and externally utilizing Outlook, Zoom and iPhone calendar systems
• Construct agendas and calendar details, highlighting key events and requested meetings. Imperative to stay on top of what's coming up and what needs to be implemented should any time become available
• Meeting Coordination:
• Work directly with internal team members, account teams and clients as the point person in coordinating meetings
• Work with building manager and facilities coordinator to set up and break down conference rooms
• Drive and coordinate internal, culture-building office functions (company off-sites, happy hours, ad hoc culture events)

Executive Assistant

• Serve as the Executive Assistant for 2-3 Executives at Prosek
• Arrange internal and external meetings upon request
• Arrange business travel as needed
• Support them with expenses and time entry as needed
• Serve as back up to other EAs during outages

Requirements

• 5 days in office
• Bachelor's degree from an accredited university
• 1-2 years of experience in an administrative capacity
• Proficient in Microsoft Outlook, Word, PowerPoint and Excel
• Excellent written and verbal communication skills
• Extremely organized and detail-oriented
• Self-starter, able to take initiative
• Must be resourceful and a strong problem-solver
• Works well in a collaborative environment

Our Core Values:

• Chemistry, Collaboration and Belonging: Our collegial culture inspires people with different perspectives and backgrounds to work towards common goals as we brainstorm, plan and execute on behalf of our clients and to build our business together.
• Grit and Hustle: We work hard. We roll up our sleeves. We are not precious or pretentious. We do not take short cuts. Instead, we put in the work and do what it takes to get the job done.
• The Excitement of New Challenges: We view challenges as opportunities and embrace them. They motivate us to learn and grow so that we can be the best versions of ourselves, for our clients and each other.
• A Workplace with Humanity: We recognize the rigor and demand of our work. We also recognize that life inside and outside of Prosek can be stressful. We work very hard to run our business with a heavy dose of humanity and to make Prosek a safe place where people enjoy the work and each other.

An employee's salary is determined by a range of factors including but not limited to relevant experience, qualifications, skills, seniority, geographic location, performance, and business or organizational needs. The range listed is one component of Prosek's total compensation package for employees. Other rewards may include medical, dental and vision coverage, 401(k) matching, new business commission, paid time off, and other benefits.

Prosek Partners provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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